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Feb 13, 2026
As a therapist, your client notes are some of the most important pieces of information you handle. Losing them or exposing them could be disastrous. Regular apps like Apple Notes or Google Keep are easy to use, but they are not built for therapy privacy rules. A HIPAA-compliant notes app keeps your session notes secure and private.
In this article, we discuss why standard apps fall short and how tools like Berries AI can make note-taking simple and stress-free.
Key Takeaways
Using a regular notes app for therapy notes is risky. Apps made for everyday use are not built to protect client health information. Using them can lead to privacy problems and even legal trouble. A HIPAA-compliant notes app is the safer choice for therapists.
Berries AI is designed to support HIPAA-compliant documentation. It helps safeguard client information through encryption, role-based access controls, and Business Associate Agreements (BAAs).
Follow simple best practices to stay secure. Even with a secure app, you should manage passwords carefully, protect devices, avoid using public WiFi, limit sensitive client information in notes, and back up data.
Why Standard Notes Apps Don't Meet HIPAA Requirements
Most people use standard apps to take quick notes. They are easy and convenient. What you should understand is that they are not made for healthcare. Using these apps for therapy notes can put client privacy at risk. It can even lead to legal problems.
Limitations of Standard Apps
These apps do not encrypt your notes in a way that meets HIPAA rules. They also do not offer proper access controls or audit trails. All of these are required to protect sensitive health information.
Consumer Apps vs Healthcare-Grade Security
Apps meant for everyday use are not built for mental health data. Healthcare-grade apps are designed to keep therapy notes private and safe. They meet all legal rules.
Risk Scenarios
You might leave your phone unlocked or share a device, as we all sometimes do. You might even use a public computer. All this can accidentally expose client information. Even small mistakes can break privacy rules.
OCR Penalties for Violations
HIPAA violations can be costly. If client notes are not secure and something goes wrong, fines can happen. This is why it is very important to use apps made for therapists and secure documentation.
HIPAA-Compliant Notes Applications for Therapists
Therapists need note apps that are built for clinical work. There are many different note-taking apps that are HIPAA-compliant.
Below are some trusted options that support secure and HIPAA-compliant documentation for mental health professionals:
Berries AI
Berries AI is a HIPAA-compliant notes app built specifically for mental health professionals. It helps therapists create clear, accurate clinical documentation using AI while prioritizing client privacy and security.
Everything is designed around how therapy sessions actually work. It is totally different from general healthcare or basic notes apps.
HIPAA Compliant Features
Berries AI is built to keep therapy notes private at every step. Berries security has many features that make it superior to other HIPAA-compliant notes apps:
HIPAA and PHIPA compliant, with a signed BAA available for practices
Runs on a secure healthcare infrastructure and is SOC 2 Certified
Session audio recordings are not stored
Draft: Notes can be deleted forever anytime or set to auto-delete after 30-days
Client notes are protected, so only approved users can access them
Data is encrypted both while stored and while moving between devices
Secure login controls help prevent unauthorized access
System activity is logged to support audits and compliance needs
All data is stored securely on US-based servers within a HIPAA‑compliant infrastructure.
Draft: Provide BAA to anyone who signs up automatically
Pricing
$79 per month when billed annually
Pros
The Berries AI features give you different advantages:
Can create notes from session audios
Can track treatment plans
Supports in-person or telehealth sessions
Can use it on any device you have.
Draft more: pre-session highlights/claim letters / smart diagnosis, and coding
Freed
Freed AI is another HIPAA compliant notes app designed to help keep their session notes and client information secure.
HIPAA Compliance Features
Freed focuses on keeping clinical data safe and private, so your notes and recordings are handled with strong protections:
All patient data is protected with strong encryption.
The system meets HIPAA and HITECH requirements and holds SOC 2 Type 1 and Type 2 certifications.
Pricing
$99 per month for one user
Pros
Recordings are automatically deleted after notes are created. Clinicians can control how long notes stay in the system.
All data is stored securely on US-based servers within a HIPAA‑compliant infrastructure.
Cons
Some advanced features may take some time to learn.
Heidi
Heidi Health is a secure therapy notes app and clinical documentation tool that is built to follow healthcare privacy rules like HIPAA.
HIPAA Compliance Features
This HIPAA compliant notes app focuses on strong privacy safeguards and is safe to use:
Full HIPAA support with signed BAAs for practices
Regular risk checks to identify and reduce security risks
Pricing
Starts at $90 per month when billed annually
Pros
Employee training to make sure everyone understands privacy responsibilities
Strict access controls so only authorized users can see client notes
Cons
Some users might find customizing reports a bit limited.
Mentalyc
Mentalyc is a therapy notes software that helps therapists create accurate and private session notes quickly.
HIPAA Compliance Features
Mentalyc protects client data and keeps notes secure with these measures:
Fully HIPAA and SOC 2 compliant, with signed BAAs available
Session recordings are not stored after notes are created
Personal information is removed from notes to keep client data private
Pricing
Starts at $14.99 per month when billed annually
Pros
All communications and data transfers are encrypted for security
Users can delete notes and data anytime for full control
Cons
It can take some time to get used to all the privacy settings.
TherapyNotes
TherapyNotes is a digital platform that helps therapists keep all client records and treatment information in one place.
HIPAA Compliance Features
TherapyNotes uses strong protections to keep client information safe:
Encrypted clinical notes and data storage to protect sensitive health records
Secure servers with strong firewalls and backups to guard against data loss
Audit logs that track who opened or changed notes and when
Pricing
Starts at $69 per month when billed annually
Pros
Two‑factor authentication for extra login protection
Access controls so users only see what they are allowed to see
Cons
It might feel a bit less flexible for highly customized note formats.
Security Features to Look For in a Note-Taking App
Keeping client notes safe should be the priority of a HIPAA-compliant notes app.
Encryption
Look for encryption standards. This means notes are protected while stored and during transmission.
Berries AI, for example, uses encryption in transit and at rest to make sure all session data is secure.
Access Controls
A HIPAA-compliant notes app should include protections such as multi-factor authentication and strict access controls so only authorized individuals can access sensitive information. Berries includes 2FA, giving practices an added layer of security to help support HIPAA compliance.
Device and Sessions Protection
Automatic session logouts or session timeouts prevent anyone from seeing notes if a device is left open. Apps should also let you remotely wipe a device if it is lost or stolen.
Berries includes both these protections to keep client information safe.
Backup and Compliance
Notes should be backed up in a secure server. The app should provide BAA availability and regular audits to make sure privacy rules are followed.
Berries keeps all notes in HIPAA-compliant servers stored in US servers, with regular security checks and a compliance team ready to help practices.
Best Practices for Secure Clinical Documentation
Keeping client notes safe will not stop at just choosing a HIPAA-compliant notes app. How you use devices, passwords, and networks is also very important. You should follow these practices to keep documents secure:
Password Management
Use strong, unique passwords for your notes app and change them frequently.
Berries supports secure logins and multi-factor authentication, making it harder for unauthorized users to access your notes.
Device Security Settings
Make sure all devices used for clinical work have locks, encryption, and up-to-date software.
Berries works on any device and supports automatic session timeouts.
Public Wifi Precautions
Avoid accessing client notes over public WiFi without a secure connection.
Berries encrypts all data in transit.
Client Identifier De-Escalation
Only include information necessary for the session in notes. Avoid writing full personal identifiers when not needed.
Berries allows customization of notes so you can keep them accurate while minimizing sensitive details.
Backup and Disaster Recovery
Back up notes and have a plan if data is lost.
Berries automatically saves encrypted notes in a HIPAA-compliant server and has secure recovery options.
Takeaway
Keeping therapy notes safe is very important. Using a HIPAA-compliant notes app like Berries makes it easy to protect client information while saving time. Start today with Berries AI and make your clinical documentation safe and secure.
FAQs
Is Apple Notes HIPAA compliant?
No, standard apps like Apple Notes are not secure enough for HIPAA. You need a dedicated HIPAA-compliant notes app.
Do I need a BAA for my notes app?
Yes, a Business Associate Agreement (BAA) is required for HIPAA compliance. Apps like Berries provide it for your practice automatically once you sign up.
Can I take therapy notes on my phone?
Yes, Berries works on phones, tablets, and computers. Make sure you use a HIPAA-compliant app that has secure login,